Purge Purchase Orders

Purging closed purchase orders removes the header and detail records from the system.

Consider the following as you proceed:

  • The purge process does not update PM Subcontract Detail or the item detail in the PM Material Detail form

  • The system uses the date(s) you enter to when determining whether to delete any PM PO Change Order records

  • If you want to purge AP invoices related to purchase orders, you must first purge purchase orders

  • POs which have remaining units or remaining cost are not purged

  • POs with received costs or units not equal to invoiced costs or units are not purged

The system also deletes all related submittal, change order, compliance tracking, and receipt detail records. The purge process does not update PM Subcontract Detail or the item detail in PM Material Detail.
Note: You must purge purchase orders here before purging any associated AP invoices.

You can filter the specific POs within that timeframe by job range and/or purchase order range. Once you have finished filtering, you can select specific POs for purging.

To purge purchase orders:

  1. Open the Purchase Orders tab on the PO Purge form.
  2. In the Purge POs Closed Through Month field, select a month and year.
  3. If you want to purge the POs associated with a specific job, or a range of POs, use the Restrict by Job and Restrict by PO# fields accordingly.
  4. To purge any requisitions that relate to the purchase orders, select the Purge Related Requisitions checkbox.
  5. Click Update.
    All purchase orders that meet the filtering criteria are listed in the Available Purchase Orders section.
  6. In the Available Purchase Orders section, either: and then click the Add button. The selected POs will now display in the Purchase Orders to Purge section.

    • highlight only the purchase orders that you want to purge and click Add, OR

    • click the Add All button

    Tip: To purge all of the purchase orders in the Available Purchase Orders section, click the Add All button. Or use the Remove, or Remove All buttons to move POs from the Purchase Orders to Purge section to the Available Purchase Orders section.
  7. Once all of the POs you want to purge are listed in the Purchase Orders to Purge section, click Purge.
  8. In the dialog box that appears, click Yes.